Terms of service

1. This agreement

These terms are a contract between you and Oak & Reeds LLC ("Oak & Reeds", "we", "us") for the Oak & Reeds portal at portal.oakandreeds.com and every product offered through it, including the Library subscription, the coaching workspace (currently named Coach OS), the facilitator workspace, the client and participant pages, the email sequences, the booking pages, and the Claude connector (together, the "Service"). By ticking the box at sign-up, creating an account, or using the Service, you accept these terms. If you accept on behalf of a company or practice, you confirm you may bind it.

Workshop participants who join a session with a code or link, and coaching clients invited by their coach, use the Service under the arrangement their facilitator or coach has with us; these terms apply to them as far as they create an account.

2. Accounts

You need an account for anything beyond the public pages. Sign-in is by one-time email link or a social provider; there are no passwords to keep, but the email address you use is the key to your account, so keep control of it. You are responsible for activity under your account and for the people you invite into your practice. Tell us promptly at dave@oakandreeds.com if you believe your account has been used without permission.

You must be at least 18 and able to enter a contract. One person, one account; a practice may have several members.

3. Your data: we never sell it

We do not sell, rent, trade, or share your personal data or your content with anyone for their own purposes. No data brokers, no advertisers, no "partners". This covers your account details, your clients and their details, session transcripts and recaps, goals, workbook answers, chat messages, survey responses, invoices, and usage records. We will not change this by updating these terms quietly: if it ever changed, we would have to ask you again.

What we do with data, and only this:

• Run the Service for you: store it, back it up, show it to the people you have given access to, send the emails you set up.
• Send it to the processors the Service is built on, under their contracts with us and only to provide the Service: our database and file host, our email sender, our payment processor (which handles cards; we never see card numbers), the AI model provider for the features you use, and, when you connect them, your own calendar or note-taking tools.
• Count usage in aggregate (which pages are used, how often) to run and improve the Service. Counts, never content.
• Comply with the law when we are legally required to.

Isolation. Each practice's data is walled off from every other practice. Coaching clients see only their own pages; a coach never sees a client's private chat thread; workshop sponsors receive aggregate survey results, never a respondent's email. Oak & Reeds staff access data only to operate and support the Service.

AI features. Content you send to an AI feature (chat, reviews, email drafts, skill builds) is sent to the model provider to produce the answer and is not used by them to train models under our agreement with them.

Export and deletion. You can export your practice's records and ask us to delete your account and its data at dave@oakandreeds.com; we delete within 30 days, except what we must keep for tax, billing, or legal reasons. Our privacy page has the plain-English version.

4. Our software: you may use it, not take it

The Service, its code, design, prompts, workflows, templates, documentation, names, and the Oak & Reeds content library are the property of Oak & Reeds LLC and its licensors and are protected by copyright, trade secret, trademark, and other laws. We grant you a limited, non-exclusive, non-transferable, revocable licence to use the Service for your own practice or your own learning, under these terms. Nothing else is granted.

You agree not to, and not to help anyone else to:

• copy, download, scrape, crawl, or extract the Service, its code, its pages, or its content library, other than the exports the Service offers you for your own records;
• reverse-engineer, decompile, or otherwise try to obtain the source code, prompts, or models behind the Service;
• build, train, or improve a competing product or service using the Service, its outputs, or its content library;
• resell, sublicense, white-label, rent, or otherwise make the Service available to third parties other than the clients and participants your plan is for;
• remove or alter any notice of ownership, or use our names, logos, or branding without written permission;
• use the Oak & Reeds content library, where your plan gives access to it, outside the Service or after your plan ends.

Enforcement. A breach of this section causes harm that money alone cannot repair. We may suspend or terminate your access immediately, and we will pursue every remedy available to us, including injunctions, damages, and recovery of our legal costs, in court.

Feedback you give us about the Service may be used by us without obligation to you.

5. Plans, trials, payment, cancellation

Paid plans are billed monthly or annually in advance through our payment processor, at the price shown when you subscribe, plus any applicable tax. Free trials convert to the paid plan at the end of the trial unless you cancel first; where a trial starts without a card, access pauses at the end of the trial until you subscribe. Prices may change with at least 30 days' notice by email; the new price applies from your next renewal.

You can cancel any time from your account or workspace settings; access continues to the end of the paid period and the plan is not renewed. Fees already paid are not refunded, except where the law requires it or we say so in writing. If a payment fails we may retry it and, after notice, suspend the plan.

Invoices you issue to your own clients through the Service are between you and your client; we are not a party to them and do not collect those payments.

6. Acceptable use

Use the Service lawfully and decently. In particular, do not:

• upload or send content you do not have the right to use, or that is unlawful, defamatory, harassing, or infringing;
• send unsolicited bulk email through the Service, or email people who have not agreed to hear from you;
• upload malware, probe or test the Service’s security without our written permission, or interfere with its operation or other users;
• impersonate anyone, or access an account, practice, or data that is not yours;
• use the Service to make decisions that have legal or similarly significant effects on people without human review;
• record or upload a session transcript without the consent the law requires from the people in it.

7. Your content

You keep ownership of everything you put into the Service: client records, transcripts, notes, workshop materials, modules and exercises you author, survey questions, invoices, and emails. You grant us only the licence needed to store, process, display, and transmit that content to run the Service for you and the people you share it with, and to make backups. That licence ends when the content is deleted, subject to backup retention. You are responsible for having the rights and consents to the content you upload, including from clients and participants.

8. AI features

Several features use a large language model: chat, session reviews, email drafts, skill builds, survey narratives. Their output is a draft for a human to judge. It can be wrong, incomplete, or inappropriate for a particular person. It is not coaching, therapy, legal, medical, financial, or HR advice, and the "coach the coach" review is an aid to your own reflection, not an assessment of competence by Oak & Reeds. You are responsible for what you send to clients and participants.

9. Coaches and facilitators: your clients and participants

If you run a practice on the Service, you decide what client and participant data you collect and you are responsible for it under the laws that apply to you; we process it on your instructions to provide the Service. You will give your clients and participants the notices and obtain the consents the law requires, including for recording and transcribing sessions. We will help with reasonable data-subject requests that reach us about your clients, and will refer them to you.

Your practice's pages carry your name and brand. You are responsible for your brand assets and for what you publish under them.

10. Availability, changes, suspension, termination

We aim to keep the Service available and improving, and we may change, add, or retire features. We will give reasonable notice of material changes that affect how you use it. Scheduled maintenance and outages outside our control may interrupt the Service; it is provided without an uptime guarantee.

We may suspend or terminate your access if you breach these terms, if required by law, or if the Service is discontinued (with at least 60 days' notice and a way to export your data). You may close your account at any time. On termination your licence ends; sections 3, 4, 7, 11, 12, 13, and 14 survive.

11. Disclaimers

THE SERVICE IS PROVIDED "AS IS" AND "AS AVAILABLE". TO THE FULLEST EXTENT PERMITTED BY LAW, WE DISCLAIM ALL WARRANTIES, EXPRESS OR IMPLIED, INCLUDING MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, TITLE, AND NON-INFRINGEMENT, AND ANY WARRANTY THAT THE SERVICE WILL BE UNINTERRUPTED, ERROR-FREE, OR SECURE, OR THAT AI OUTPUT WILL BE ACCURATE. Some jurisdictions do not allow these exclusions; in that case they apply to the extent permitted.

12. Limitation of liability

TO THE FULLEST EXTENT PERMITTED BY LAW, OAK & REEDS LLC AND ITS MEMBERS, STAFF, AND SUPPLIERS WILL NOT BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, OR ANY LOSS OF PROFITS, REVENUE, DATA, OR GOODWILL, ARISING FROM OR RELATED TO THE SERVICE OR THESE TERMS, HOWEVER CAUSED. OUR TOTAL LIABILITY FOR ALL CLAIMS IN ANY TWELVE-MONTH PERIOD WILL NOT EXCEED THE AMOUNT YOU PAID US FOR THE SERVICE IN THAT PERIOD, OR ONE HUNDRED US DOLLARS IF YOU PAID NOTHING. These limits do not apply to liability that cannot be limited by law.

13. Indemnity

You will defend and indemnify Oak & Reeds LLC against claims, damages, and costs (including reasonable legal fees) arising from your content, your use of the Service in breach of these terms, or your dealings with your clients and participants.

14. Governing law, disputes, and the rest

These terms are governed by the laws of the State of California, without regard to conflict-of-law rules. Any dispute will be brought in the state or federal courts located in San Francisco, California, and you consent to their jurisdiction, except that we may seek an injunction to protect our software or content in any court with jurisdiction. Before suing, each side agrees to try to resolve the dispute by writing to the other and talking in good faith for 30 days.

These terms, with the privacy page and any order or plan details, are the whole agreement between us about the Service. If any part is unenforceable, the rest stands. Our not enforcing a term is not a waiver. You may not assign these terms; we may assign them to a successor to the business. Notices to you go to your account email; notices to us go to dave@oakandreeds.com.

Changes. We may update these terms. For material changes we will ask you to accept the new version the next time you sign in and will email you before it takes effect; continued use after that is acceptance. The version in force is shown at the top of this page.